Quick-Guide Tendering by ldd0229

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									Tendering Quick Guide – August 2009 To achieve value for money & legal compliance procurements in excess of £20,000 ex VAT must be tendered via Procurement – see guidance below
Procurement Contacts & Resources Is the value of purchase less than £20,000? (Excluding VAT) D Campbell – Head of Procurement A Gunn – Administrator E Hall – Finance Assistant We are here to help – contact us as early as possible before you commence any planning on purchases of £20,000 or more. All such requirements must be tendered via Procurement (Finance Services)

Consult Procurement Quick Guide and or contact Procurement

YES

NO Contact Procurement Tender Process is required Note -large value purchases should be included in your annual plans

A Pre-Purchase Appraisal (PPA1) must be completed inc. the estimated whole life costs

If the value is lower say £75K > we may still advertise in the OJEU – Procurement will advise

NO

Is the value of purchase greater than £139,893? (Excluding VAT) £20,000?

YES

Non OJEU Tenders In consultation with Procurement Prepare tender & specification & scoring criteria Agree timetable & sign off Procurement posts tender & specification on Procurement Tenders page

Key Points Ensure criteria for scoring tender bids are measurable from the tender responses – criteria must be reflected in the requirements Agree final draft of tender & specification with Procurement before posting tender via Procurement Procurement will manage the agreed timetable & maintain a tender register to ensure compliance with contract and legal obligations The evaluation process must be transparent so good documentation of scoring and the selection process is required All awards of contracts must be made by Procurement to ensure consistency & legal compliance

OJEU Tenders In consultation with Procurement Prepare tender & specification & scoring criteria Agree timetable & sign off Procurement posts OJEU Notice & posts tender & specification on Procurement Tenders page

Procurement receive tenders in line with tender timetable Open tenders with witnesses Update tender register Evaluate tender bids in consultation with Procurement - Select supplier & Award Contract & Raise Purchase Order Procurement notifies unsuccessful bidders Complete tender register

Procurement receive tenders in line with tender & OJEU timetable Open tenders with witnesses Update tender register Evaluate tender bids in consultation with Procurement & Select supplier Procurement notifies bidders of our decision & completes tender register Purchase Order & contract signed after 10 day standstill period Procurement advises & completes an OJEU Award Notice

David Campbell BA MCIPS – Head of Procurement August 2009


								
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